Administrative Associate ; Bertsch

About the Job

The Events and Outreach Coordinator administers a robust events program for the School of Physics and Astronomy in the College of Science and Engineering. This work is both project based (planning and carrying out conferences and special events) and routine (planning and hosting weekly colloquia and talks, partnering with student groups) involving all aspects of event coordination and long term planning as it relates to the academic calendar.

This position contributes to the development of our internal and public calendars, newsletters, and the School's web presence. This position also interfaces with a wide range of School stakeholders including staff, faculty, students, researchers, guests, and friends of the School. This role balances structured work assignments with the independence to identify problems and make sound decisions using standard procedures.

Tasks are divided into 60% Event Planning and Coordination and 40% Outreach Coordination and Communications.

• Operational Workflow:
  Develops and oversees administrative and operational workflows for weekly seminars, colloquia, and special conferences to ensure precision and timeliness of execution.
• Financial Oversight:
  Develops and prepares budgets and financial reports for sponsored and non-sponsored event accounts, including the handling of speaker reimbursements and catering orders.
• Contract Management:
  Identifies vendors and negotiates business/service contracts for venues, catering, and transportation; examines contract details to ensure terms are fulfilled and resolves related issues.
• Logistical Execution:
  Manages all on-site logistics, including space permits, speaker technology, and event setup/teardown, while frequently reviewing outcomes to improve efficiency.
• Strategic Recommendations:
  Gathers, compares, and analyzes data from past events to make recommendations for future program offerings and adapts plans to changing requirements.

• Communication Planning:
  Develops and implements communication and marketing plans to engage internal and external agencies, using tools like Mailchimp and Drupal to promote School programs.
• Stakeholder Representation:
  Acts as a representative of the unit/administrator on assigned matters, interfacing with faculty, researchers, and corporate partners.
• Program Management:
  Manages program-specific reporting needs and administers outreach inboxes (e.g., Physics Force and Careers), ensuring prompt and professional interpersonal communication.
• Collaborative Leadership:
  Partners with and provides guidance to student groups and student workers; may have the authority to supervise or direct the work of student employees.
• Process Improvement:
  Conducts analysis and makes recommendations to improve the effectiveness of business operations and ensures compliance to best align with overall department goals.

This position is not eligible for H-1B visa sponsorship.

• BA/BS or a combination of related education and work experience to equal four years.
• Demonstrated ability to apply knowledge and skill to recurring tasks with an emphasis on precision and timeliness.
• Professionalism in verbal, written, and interpersonal communications across all levels of an educational organization.

• Independent motivation to accomplish tasks and projects within a "General Supervision" framework.
• A proactive approach to seeking information and resolving problems of limited scope and complexity.
• Experience with project management and a strong affinity for details, processes, and logistics.

School of Physics and Astronomy: (Use the "Apply for this Job" box below)./physics

Pay Range: $25.96 - $30.19 per hour ($53,996.80 - $62,795.20 annually); depending on education/qualifications/experience

Time Appointment: 100% Ap pointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the…